Three Tips For Working With An Onsite Wedding Planner

by Rocio Cervantes
Three Tips For Working With An Onsite Wedding Planner

Photo: earl.subejano | photography

When a client decides to book a destination wedding thousands of miles away, a team is instantly formed between the agent and the onsite wedding planner. As weddings manager at the Grand Hyatt Playa del Carmen Resort, I’ve worked with a variety of agents to help our mutual clients enjoy the event of a lifetime.

Here are three tips for our working relationship:

1. Focus on open communication.
This will set the tone for any working relationship between a wedding travel agent and resort wedding planner. Whether via email, phone call or an in-person site inspection, it’s important to set guidelines and assign roles and responsibilities for working together moving forward, including weekly status reports with news and updates tailored for each couple.

There also are plenty of digital innovations that can be implemented nowadays, from 360-degree tours to Skype or FaceTime calls, for additional communications. Still, there is nothing quite like visiting in person and most resorts are happy to work with clients (and agents) to accommodate them with special rates and discounts if there’s a cost barrier to a preview trip.

2. Take advantage of local expertise.
Consider the hotel’s wedding team as an extension of your team. You can count on them for specific local knowledge and tips, such as laws and regulations as they relate to the country, state and city where the hotel is located. For example, in our home of Playa del Carmen, specific permits are necessary for beach weddings. You can also count on the hotel staff to recommend local, regional or national vendors and providers. Since you’re working remotely, they also can help clarify any questions or concerns, resolve any issues, and source favorable rates and contract terms.

No destination wedding or onsite wedding planner should ever block a client’s vendor from coming in and joining the team or from using them as a comparison for competitive pricing, however. If the couple wants to bring in a florist or makeup artist or DJ, it should be a seamless addition.

3. Remember that it’s all about peace of mind.
When helping your clients select their destination wedding venue, peace of mind is important for both the couple and the agent. Among all the venues in which you can host a wedding – from international resort brands to small, independent hotels – how do you know which to choose? Look for specialized staff support and the flexibility to truly help your couples design their dream wedding. 

The second major aspect of peace of mind incorporates planning, having a “Plan B,” so should the need occur, the agent and client can just implement the back-up plan instead of scrambling to find a quick fix. Look for a property that will pre-stage the “Plan B” set up , so in case of inclement weather, or any other emergency, literally all that will need to happen is to move the guests to the back-up location and the party can continue.

TMR Recommendations
Top Stories
ASTA to Offer Members Health Insurance

Members in 39 states will be able to apply for coverage, as well as disability and life insurance, and Medicare supplements, by the end of the year.

Paying for Referrals: Travel Agents Differ on Approaches to Customer Rewards

To reward or not to reward? Some travel advisors send gift cards — but some say there is something much more valuable.

Trip Protection and Travel Insurance: Are They the Same Thing?

Used interchangeably, the two phrases are technically dissimilar. So, the industry is still educating travel agents about the differences.

14 Ways to Build Stronger Supplier Partnerships

A former director of travel industry sales for Four Seasons Hotels shares her commonsense tips for maximizing relationships with suppliers to ensure you receive top value for your clients and your business.

What Impact is Galaxy’s Edge Having on Future Disney Bookings?

Speculation about low Disney parks attendance swirled around the dismissal this week of a senior executive who oversaw the Star Wars attraction opening. Agents aren’t sure about future impact.

With the Media Growing, Travel Agents Seek to Become Video Influencers

Three travel advisors are collaborating with a professional video storyteller to build their brands and attract luxury clients.

News Briefs
Tip of the Day

"The travel industry is ever-growing and ever-changing. You want someone who keeps updated on all of its trends, as well as its travails, and can offer you handcrafted, personalized and professional service all the way from the moment of a trip’s inspiration to the journey’s end."

Mary Ann Anderson


Daily Top List

Oldest Castles in England

  1. Berkhamsted Castle
  2. Norwich Castle
  3. Warwick Castle
  4. Lincoln Castle

Source: World Atlas

TMR Outlooks